Client Information & Practice Policies

Overview

Welcome, and thank you for considering psychotherapy services. This document provides important information about psychotherapy, confidentiality, privacy practices, and the policies that guide this practice. The purpose of this document is to help you understand how therapy works and what you can expect when working with me.

Psychotherapy is a collaborative process. My goal is to provide a supportive, respectful, and professional environment where you can explore concerns, develop insight, and work toward meaningful change.

This document outlines:

• the nature of psychotherapy services

• confidentiality and its limits

• privacy practices and protection of personal health information

• appointment policies and fees

• communication practices

• virtual therapy considerations

• record keeping and legal policies

• professional boundaries and expectations for safe therapeutic care

While this document provides detailed written information, informed consent is an ongoing process. If you choose to work with me, we will review key elements of these policies during our first session, and you are welcome to ask questions at any time throughout our work together.

You are encouraged to read the following sections carefully. If anything is unclear, you are welcome to raise questions.

Client Service Agreement and Informed Consent

Psychotherapy is a professional service that supports individuals in exploring personal concerns, emotional experiences, thoughts, and behaviors. The goal of therapy may include increasing self-understanding, improving coping skills, addressing emotional distress, or supporting personal growth.

Therapy is a collaborative process. While many people benefit from psychotherapy, outcomes cannot be guaranteed. Progress depends on many factors, including the nature of the concerns being addressed, personal readiness for change, and the effort invested in the therapeutic process.

Clients are encouraged to participate actively in therapy by discussing goals, providing feedback about the therapeutic process, and raising any questions or concerns.

Participation in psychotherapy is voluntary. Clients have the right to discontinue therapy at any time. If you choose to end therapy, we may discuss options for referral or alternative services if appropriate.

Clients also have the right to ask questions about the therapist’s qualifications, therapeutic approach, and professional responsibilities.

Psychotherapy services are provided in accordance with professional standards and ethical guidelines established by the College of Registered Psychotherapists of Ontario (CRPO). You may read the Standards of Practice on the College's website.

Confidentiality and Limits of Confidentiality

Confidentiality is a fundamental part of psychotherapy. Information shared in therapy is kept private and will not be disclosed to others without your consent, except in certain situations where disclosure is required or permitted by law.

Limits to confidentiality may include situations where:

• there is risk of serious harm to yourself or another person

• there are concerns about abuse or neglect of a child

• there are concerns about abuse or neglect of a vulnerable adult in certain circumstances

• records are required by court order or subpoena

• abuse by a regulated health professional has been disclosed

• disclosure is required for regulatory or professional oversight purposes

If disclosure becomes necessary, every effort will be made to discuss the situation with you whenever possible before information is shared.

In some circumstances, consultation with professional supervisors or colleagues may occur to support clinical decision-making. In such cases, identifying information is minimized to protect client privacy.

Confidentiality also applies to the therapist. For example, therapists typically do not acknowledge clients outside the therapy setting unless the client initiates contact.

Protection of Personal Health Information

Personal health information collected during therapy is protected under applicable privacy legislation. This includes information you provide during sessions, intake forms, contact information, and clinical notes.

Your personal health information is collected for the purpose of providing psychotherapy services and maintaining appropriate clinical records.

You have certain rights regarding your personal health information, including the right to:

• request access to your records

• request corrections to inaccurate information

• ask questions about how your information is collected or used

Clients have the right to review their clinical records. Requests to view records should be made in writing. Access may be provided in person, by secure electronic means, or in another format agreed upon. A reasonable administrative fee may apply to cover the costs of preparing the records.

In some circumstances, access may be limited if disclosure could reasonably be expected to cause harm to you or another person, or if the record includes information about other individuals. If access is limited, you will be provided with an explanation.

Client records are stored using secure systems designed to protect confidentiality and privacy. Reasonable safeguards are used to protect personal information from unauthorized access, loss, or disclosure.

If you have questions about how your personal health information is managed, you are welcome to discuss them at any time.

Virtual Therapy and Technology

Psychotherapy services may be provided through secure video platforms. Virtual therapy allows clients to participate in sessions from a location that is convenient and private.

While many people find virtual therapy effective and convenient, it is important to understand that there are some limitations and potential risks associated with the use of technology.

Potential benefits of virtual therapy include more accessible care and the ability to participate from a location of your choosing. Potential risks include interruptions, technical problems, and the possibility of unauthorized access. These may include:

• interruptions due to internet connectivity issues

• potential technology failures

• reduced ability to observe certain non-verbal cues compared to in-person sessions

• privacy risks if sessions are conducted in locations where others may overhear

To support privacy and safety during virtual sessions, clients are encouraged to:

• participate from a private and quiet location

• use a secure internet connection when possible

• ensure that others cannot overhear the conversation

• inform the therapist if relocating for a session

Reasonable care is taken to ensure the technology used is safe, appropriate, and secure. The therapist is not responsible for troubleshooting technical problems during the session. If video technology fails, sessions may continue by phone or be rescheduled as needed.

If a mental health crisis or safety concern occurs during a session, a safety plan may be implemented, and emergency services may be contacted if necessary.

Virtual therapy sessions are conducted using a secure platform. While reasonable measures are taken to protect confidentiality and privacy, electronic communications carry inherent risks, including possible unauthorized access or interception. Sessions will not be recorded under any circumstances.

Communication Policy

Communication outside of scheduled therapy sessions is typically limited to practical matters such as scheduling, billing, or administrative questions. Email or secure messaging may be used for these purposes. With your agreement during sessions, therapists may also send general educational resources, worksheets, or links related to topics discussed through email or messaging platforms; these materials do not include sensitive personal health information. Because electronic communication is not completely secure, confidentiality cannot be guaranteed..

Clients are encouraged not to share highly sensitive personal information through email or messaging platforms. Materials sent by the therapist are intended for general educational purposes and are not a substitute for in-session discussion.

Email and messaging should not be used for urgent concerns or emergencies. Response times may vary, and messages are typically addressed during regular working hours.

If you are experiencing a crisis or require immediate support, please contact local emergency services or an appropriate crisis support service.

Therapy sessions are the primary place for discussing personal concerns and therapeutic issues.

Fees, Appointments, and Cancellations

Psychotherapy sessions are typically scheduled in advance and last approximately the agreed-upon session length.

Fees for services will be discussed prior to the start of therapy. Clients are responsible for payment of fees unless other arrangements have been made.

Payment is typically due at the time of the session unless otherwise arranged.

Clients may be eligible for reimbursement through extended health insurance plans. Clients are responsible for confirming coverage with their insurance provider. The therapist provides receipts for insurance purposes but cannot guarantee reimbursement. Submission of receipts and any disputes with insurers are the client’s responsibility.

If you need to cancel or reschedule an appointment, advance notice is required. Providing sufficient notice allows the appointment time to be offered to another client.

If a session is cancelled with less than 24 hours’ notice, or if a session is missed without notice, the full session fee may be charged. Exceptions may be made for emergencies at the therapist’s discretion.

Policies regarding cancellation timeframes, billing procedures, and insurance reimbursement will be discussed at the beginning of therapy to ensure clarity.

Records and Documentation

Therapists are required to maintain clinical records that document the services provided. These records typically include intake information, contact details, dates of sessions, and brief notes about the therapeutic work.

The purpose of maintaining records is to support continuity of care, meet professional standards, and comply with legal and regulatory requirements.

Client records are stored securely using systems designed to protect confidentiality and privacy. Access to records is limited to the therapist unless disclosure is required or permitted by law.

Clients may request access to their records. In some circumstances, access may be limited if disclosure could reasonably be expected to cause harm or if the information includes references to other individuals. A reasonable administrative fee may apply for preparing the records.

Legal requirements: Clinical records are retained for a period of ten (10) years after your last contact. After this period, records are securely deleted.

In the event of a court order, subpoena, or other legal requirement, the therapist may be required to release relevant portions of clinical records. The therapist will make reasonable efforts to notify the client whenever possible.

Professional standards require that clinical records be retained for a specified period of time before being securely destroyed in accordance with applicable regulations.

Professional Boundaries, Safety, and Respectful Care

A safe and respectful therapeutic environment is essential for effective psychotherapy.

Therapists are required to maintain clear professional boundaries. The relationship between therapist and client is a professional relationship focused on supporting the client’s well-being.

Therapists do not engage in dual relationships that could impair professional judgment or create conflicts of interest. Examples may include social relationships, financial relationships, or other roles outside the therapeutic relationship.

Sessions should take place in an environment that supports privacy, focus, and respectful communication. Clients are encouraged to participate in sessions in a way that supports a constructive and safe therapeutic process.

Therapy may sometimes involve discussing difficult emotions or experiences. Clients are encouraged to communicate openly about how the process feels and to raise concerns if something in therapy does not feel helpful or comfortable.

Clients have the right to contact the College of Registered Psychotherapists of Ontario (CRPO) if they have concerns about professional conduct, ethical standards, or regulatory compliance. The CRPO provides oversight to ensure psychotherapy services in Ontario are safe, ethical, and professional.

The therapist is committed to providing services in a manner that respects diversity, dignity, and individual differences.